Create Reusable Document Templates

Rental agreements, community rules, liability waivers, check-in instructions — if you’re creating these documents manually for every booking, you’re spending time you don’t need to. With Document Templates in Mangobeds, you create a document once and generate it for any booking, automatically filled with the guest’s details.

What Are Document Templates?

A document template is a reusable document that you design once for your property. It can contain variables — placeholders like the guest’s name, check-in date, or total price — that get replaced with real booking data every time you generate a document.

For example, a rental agreement template might include:

This Rental Agreement is entered into by {{GUEST_NAME}} for the unit {{UNIT_NAME}} at {{PROPERTY_NAME}}, located at {{PROPERTY_ADDRESS}}.

The rental period begins on {{CHECK_IN_DATE}} and ends on {{CHECK_OUT_DATE}}, for a total amount of {{TOTAL_PRICE}}.

When you generate this template for a specific booking, Mangobeds fills in all the details automatically and creates a PDF that’s attached to the booking.

How to Create a Template

1. Go to your property’s Apps section
2. Open the Documents app
3. Click New Template
4. Choose a starting point:
   • Blank Template — start from scratch
   • Rental Agreement — a pre-built template for standard rental contracts
   • Community Rules — a pre-built template for house rules and guidelines
5. Give your template a name
6. Write your content using the rich text editor — add headings, lists, bold text, and variables
7. Click Save

Using Variables

Variables are placeholders wrapped in double curly braces. When you generate a document, Mangobeds replaces them with the actual booking data.

Here are the available variables:

Variable	Description	Example
{{GUEST_NAME}}	Full name of the main guest	Maria Silva
{{GUEST_EMAIL}}	Email of the main guest	maria@example.com
{{CHECK_IN_DATE}}	Check-in date	15/03/2026
{{CHECK_OUT_DATE}}	Check-out date	22/03/2026
{{UNIT_NAME}}	Name of the booked unit(s)	Room 4, Room 5
{{TOTAL_PRICE}}	Total booking price with currency	850.00 EUR
{{PROPERTY_NAME}}	Your property’s name	Sunrise Coliving
{{PROPERTY_ADDRESS}}	Your property’s full address	Rua da Alegria 42, Lisbon
{{BOOKING_ID}}	Unique booking identifier	clx7abc123
{{BOOKING_CREATED_DATE}}	Date the booking was created	01/03/2026

To insert a variable, click the Variables button in the editor toolbar and select the one you need — it will be copied to your clipboard so you can paste it wherever you want in the template.

Previewing Your Template

Before saving, you can switch to Preview mode to see how your template will look with sample data filled in. This helps you make sure the layout and variable placement look right before generating real documents.

Generating a Document from a Template

Once your templates are ready, generating a document for a specific booking takes seconds:

1. Open the booking
2. Go to the Documents tab
3. Click the Generate from Template button
4. Select one of your property’s templates
5. Mangobeds generates a PDF with all the variables filled in and attaches it to the booking

The generated PDF is immediately available in the booking’s Documents tab — both for you and the guest through the Guest Portal.

Send a Template Automatically with Your Emails

You do not have to generate documents one booking at a time. Every template also has its own variable, built from its name, and any communication that includes it generates that booking’s document the moment the email goes out. A template called Rental Agreement becomes {{DOC_RENTAL_AGREEMENT}}, and the exact variable is shown under the name field while you edit the template, so you can copy it from there.

1. Open your property’s Communications and edit the email the document should travel with, for example the one that goes out when a booking is confirmed.
2. Click Variables, find your template under Documents, and paste it where the link should appear. A line like Your document is ready to sign here: {{DOC_RENTAL_AGREEMENT}} is all it takes.
3. Save. From then on, every booking that receives that email gets its own copy of the document, and the variable becomes a link that takes the guest straight to the documents of their booking in the Guest Portal.

A few things worth knowing:

• It arrives ready to sign — a document sent this way is waiting for the guest’s signature in the Guest Portal, so they can sign it as soon as they open the link.
• Several documents in one email — add one variable per template and each one is generated.
• Nothing is generated twice — if the booking already has a document from that template, the email links to the one that is already there.
• Renaming a template changes its variable, so update the communications that use it when you rename one. Two templates cannot share the same variable, and Mangobeds tells you if a name would collide.
• Previews never generate anything — the Preview shows a placeholder where the link will be. The document is only created on a real send.
• Email for now — document variables cannot be used on a communication that also goes out over WhatsApp.

Ideas for Templates

Here are some common templates that property managers create:

• Rental Agreement — terms and conditions for the stay, signed by the guest
• Community Rules — house rules, quiet hours, shared space guidelines
• Liability Waiver — for properties with activities or shared equipment
• Check-in Instructions — access codes, directions, welcome information
• Invoice Summary — a formatted summary of charges for the stay
• Long-stay Contract — extended stay terms with monthly rates and notice periods

What’s Next?

After generating a document, you can request a signature from your guest — they’ll be able to sign it directly from the Guest Portal. To have documents go out on their own, see how to automate your communication emails. Or learn more about managing documents in Mangobeds